Google Workspace offers strong security features that help protect your business, and many of them are just a few clicks away in your Admin Console. Here are the ones every Canadian small business should know, and how we combine them with Microsoft identity tools for our clients.
Your Control Centre: The Google Workspace Admin Console
Think of the Admin Console as your business’s security command centre. Here’s what you can do without being a tech expert:
User Management (Who Can Log In And What They Can Access)
- Add or remove team members when someone joins or leaves.
- Control exactly what each person can access.
- Prevent former employees from accessing company data.
- Set up different levels of access for different teams.
Mobile Security (Avoid Data Leaks On Staff Cellphones)
- Secure company data on smartphones and tablets.
- Remotely wipe business data if a device is lost.
- Separate personal and business data on devices.
- Enforce screen locks and security measures.
Track And Monitor Activity (Because It Can Signal A Breach)
We’re not talking about spying on staff. Monitoring user activity is a security control. Here’s what we recommend to all our clients at TUCU Managed IT Services in Toronto:
- See who’s accessing what and when.
- Spot unusual activity that could signal a security breach.
- Keep records of file sharing and email activity.
- Generate reports to understand your security status.
Two-Step Verification (2SV): The Essential
If you already have it in place, good job! If not, make it your first priority.
What it does: Adds an extra layer of security beyond passwords.
Why you need it: Passwords alone aren’t enough anymore. A stolen password is useless without the second step.
How to use it: Require all employees to verify their identity through a second method, such as a passkey, a security key or a phone prompt.
Google Vault: Because Stuff Happens
One request we see often is people asking to recover files from a deleted folder or email account. Enter Google Vault and retention policies.
What it does: Stores and protects your business’s digital records.
Why you need it: Helps meet data retention requirements and recover deleted information.
How to use it: Set retention policies and search through archived data when you need it.
Data Loss Prevention (DLP)
As cybersecurity consultants, we meet every client where they are and help them adopt security controls that make sense for their business. Not everyone is ready for DLP, but we strongly recommend it if you handle sensitive data or have IT compliance needs.
What it does: Prevents sensitive information from leaving your organization.
Why you need it: Protects against accidental sharing of confidential data.
How to use it: Set rules to detect when someone tries to share sensitive information such as credit card numbers or client data.
Passkeys And Security Keys Are Not Overkill
For staff who handle money or sensitive data, take the extra step: passkeys or physical security keys.
What it does: Provides the strongest sign-in protection available.
Why you need it: Passkeys and security keys only work on the real sign-in page, so a fake login page cannot steal them.
How to use it: Turn on passkeys for everyone, and issue physical security keys to staff who handle sensitive data.
How We Set Up Google Workspace Security At TUCU
Many of our clients love Google Workspace for email, documents and collaboration, and they keep using it. Behind the scenes, we still use Microsoft for identity and devices:
- Microsoft Entra ID for identity. Your team signs in to Google Workspace through Entra ID with single sign-on, so one identity, one MFA policy and one off-switch cover every app.
- Conditional Access. Sign-ins are only allowed from trusted, compliant devices, with risky sign-ins blocked automatically.
- Microsoft Intune for devices. Windows laptops and Macs are managed and encrypted, with the compliance reports that insurers and auditors ask for.
Your team keeps the Google Workspace tools they know. Identity and devices sit in Microsoft, which gives you stronger controls and the evidence you need for vendor security screenings.
Real-World Security Scenarios And Solutions
Scenario 1: Employee Loses Their Phone
The Risk: Company emails and documents could be accessed by whoever finds the device.
The Solution: Remotely wipe business data from the lost device while leaving personal data untouched.
Scenario 2: Suspicious Sign-In Activity
The Risk: Someone might be trying to get into your business accounts.
The Solution: Alerts flag unusual activity, and Conditional Access blocks sign-ins from unknown devices.
Scenario 3: Accidental Data Sharing
The Risk: An employee accidentally shares sensitive information externally.
The Solution: DLP rules catch and block the share before it happens.
You Are Already Paying For These Features
Most of Google Workspace’s security features are built into your business subscription. Turning them on is one of the easiest security wins available to a small business.
Actions To Take Today
- Log into your Google Workspace Admin Console.
- Turn on 2-Step Verification for all users, with passkeys where possible.
- Review your current security settings.
- Schedule a team training session.
- Document your security procedures.
- Check out more Google Workspace tips.
Frequently Asked Questions
Is Google Workspace secure for business?
Yes, when it is set up properly. Google Workspace includes strong security features such as 2-Step Verification, DLP and Vault, but many of them must be turned on and configured in the Admin Console.
Can I use Google Workspace with Microsoft Entra ID?
Yes. Microsoft Entra ID can be the sign-in for Google Workspace through single sign-on, so your team keeps using Gmail and Google Drive while identity, MFA and Conditional Access are managed in Microsoft.
Does Google Workspace manage Windows laptops and Macs?
Only at a basic level. For full device management and compliance reporting, most businesses add Microsoft Intune alongside Google Workspace.
Need Help With Google Workspace Security?
Setting up Google Workspace security, with Microsoft identity and device management behind it, is part of the fully managed IT we provide. If you are looking for an IT partner who looks after this for you, book a discovery call.
